The Administrative Assistant will provide primary secretarial support services to the Provost and Vice President, with responsibility for managing day-to-day operations of the unit/division, including specialized duties unique to the unit/division’s mission.

QUALIFICATIONS:

A. Education/Training and Experience Required/Preferred

• Associate degree preferably in office administration.
• Five years of administrative support experience which includes at least three years with responsibility for functions at the administrative assistant level.
• An equivalent combination of education and experience that provides the knowledge, skills and abilities is acceptable.

B. Knowledge, Skills and Abilities

• Knowledge of modern office practices, procedures, and equipment; basic principles of office management, correct English usage, proper document formats.
• Skills in oral and written communications; operating word processing equipment, keyboarding at 65 NWPM, coordinating the operations of an office and work activities of others.
• Abilities to work independently; apply sound judgment in decisions, facilitate resolution of problems and handle issues within the authority boundaries of the position; apply appropriate policies and procedures; maintain office decorum and confidentiality; maintain effective interpersonal working relationships.

C. Physical Activity Level

• Light - Sit sometimes, walk and stand sometimes, lift up to 25 lbs. occasionally.

• Relieve the administrator of routine matters, acting as a liaison for division employees, students, visitors, or callers. Research and recommend solutions to problems and issues forwarded to the division. Compose replies to routine correspondence.
• Maintain a calendar of critical activities and all meetings to apprise the administrator of action needed and pertinent deadlines. Prepare agendas and materials for meetings or in anticipation of project deadlines.
• Coordinate timely intake and dissemination of information from reporting units in accordance with administrator directives or other deadlines. Perform research to compile information and produce reports as requested.
• Perform administrative support tasks; produce simple and complex documents using various word processing and spreadsheet software; establish and maintain filing systems, take and transcribe meeting minutes; sort and distribute mail.
• Support standing committees or ad hoc task forces by scheduling meetings, preparing agendas, recording, transcribing, and distributing minutes, and maintaining master files.
• Generate, process, and/or forward college paperwork as needed, relying on accepted policies and practices. Determine documents requiring administrator review and/or signature.
• Monitor budget of reporting areas, apprise administrator of variances/discrepancies, and work with other college personnel to resolve problems.
• Assist with or assume lead responsibility for annual projects with unit or college-wide impact. Plan, implement, and coordinate activities needed to ensure the timely completion of projects. Provide administrative support for other special projects.
• Plan and implement special events such as receptions or special gatherings, and coordinate efforts with various college departments.
• Keep informed of changes in college policies and procedures, recommending subsequent changes in office procedures and operations.
• Maintain adequate quantities of office supplies and materials.
• Perform related duties as assigned.